Sonian Getting Started Guide October 2008

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1 Sonian Getting Started Guide October 2008 Sonian, Inc. For Authorized Use Only 1

2 Create your new archiving account 3 Configure your firewall for IMAP collections 4 (Skip this step if you will be using SMTP as your collection method) 4 Setting up and managing Collectors (SMTP or IMAP) 5 SMTP Collection setup 5 Configuring an IMAP Collector 5 Starting Collecting 8 Inside a Collection Cycle 8 Creating and Managing Users 9 Enabling End user Access 10 Determine Method of End User Account Creation 10 Self-Registration Access Control List 11 End User Self-Registration Process 12 Managing Users and Adding Addresses 12 Login Screen Messages 13 Audits and Reports 13 Working with and Managing Searches 14 Creating a New Search 15 Working with Searches 18 Sonian, Inc. For Authorized Use Only 2

3 Create your new archiving account The first step in creating your Sonian Archive account is by visiting https://new.archivehub.com. Here you will need to define your Account Owner which is the user with the highest permission levels. This user can be changed at a later date. All fields are required. Next, you will need to create a customized URL (http://yourcompany.archivehub.com) and display name for your archive account. This Display Name will appear at the top of all screens. Include the approximate number of archive mailboxes and your mail platforms (choose all that apply). You will receive a confirmation message with username, password, and private login URL. Finally, you will need to review and accept the terms of service. Sonian, Inc. For Authorized Use Only 3

4 Configure your firewall for IMAP collections (Skip this step if you will be using SMTP as your collection method) Prior to configuring the integration with your mail servers, it is important that you make the necessary firewall changes. The archive needs secure IMAP access to your messaging server in order to retrieve data on a regular basis. The archive uses SSL to ensure no data is sent in clear text, and all data is stored encrypted with a unique encryption key. If you already allow external IMAP access to your mail server through your firewall then you can skip this section. Otherwise please gather the following information to continue configuring your firewall. 1. Mail server internal IP address (typically in the range of or ) 2. IMAP port (typically this is 143 or 993) For this exercise let's assume your internal mail server IMAP port setting is 143 and its private IP is and you have one public IP, which is Login to your firewall admin interface. This is typically a web based application. 4. Select the Port Forwarding or Rules section. This could be in the advanced configuration menu. 5. Create an IMAP port forwarding rule. This rule will forward external IMAP traffic from your public IP address to your mail server's private (internal) address. Only IMAP port activity will be able to use this access, and you can also restrict to SSL only traffic if your firewall has the capability. 6. Enter the public IMAP port number you want to use. This can be any port number that is not already in use on your network. You will need to remember this number later in the archive configuration process. For example: Use "54321" since it is a unique number. 4. The rule should forward both TCP and UDP packets. 7. The end result is a port forwarding rule that forwards publicly available :54321 to your private : Repeat port forwarding rules for all your mail servers that will need to be accessed for archiving. 9. Use the IP address range below to lock down your firewall to only accept connections from our hosting centers /20 ( ) Sonian, Inc. For Authorized Use Only 4

5 /19 ( ) /18 ( ) /17 ( ) Setting up and managing Collectors (SMTP or IMAP) The management of collectors is performed within the COLLECTOR tab and can only be performed by Account Owners or Account Administrators. SMTP Collection setup To enable SMTP collections you must first subscribe to that service by checking the Enable SMTP Collection box on your ACCOUNT tab. Once checked, you will be presented with a Configure SMTP Collection button within your COLLECTOR tab. Your account will automatically receive a unique address to forward your archive messages via SMTP. The Sonian network also allows you to restrict the originating IP Network range. By adding a Trusted Network to your Sonian SMTP configuration, you will be preventing any originating outside of that IP address or range from entering into your archive. Configuring an IMAP Collector An IMAP collector connects to a single mailbox sweeps all or some of the folders for that needs to be archived. Exchange journal mail has a different format than other mail found on other IMAP Journal servers. To create a new collector you will need to: 1. Provide a Server name does not need to match your own internal server name. Sonian, Inc. For Authorized Use Only 5

6 2. Enter the mailbox name (exact match) in which IMAP will connect to and collect Define the collection interval: Daily, Twice a day, weekly 4. Enter the Public IP or DNS address, and port number (standard or non standard ports) 5. Check SSL if it is enabled on your IMAP server (Sonian highly recommends SSL) 6. Authentication via MD5 7. Credentials to access that mailbox Some servers may require the username to be presented in a specific format or Now you are ready to set the collection criteria. This configuration will guide how the collector will process mail from that mailbox. 1. Determine the maximum messages size you would like processed to the archive (maximum is 75) MB 2. Enter the folder name (or use the browse feature to select) within the journal mailbox to collect . You can bypass archiving of some s by creating server side rules that move journal items to a separate folder. Check the Test mode box if you would like the have the collector to simply take copies of the messages and leave them intact after a collection cycle. This is typically used for evaluations and testing. When running in normal mode, the collector will mark messages for deletion once they have been successfully processed. Choose the collection date parameters: o o o All messages from all date ranges After X Days Date range Sonian, Inc. For Authorized Use Only 6

7 Before saving your collector settings, you must first Test the Configuration. You can receive various responses back: Congratulations All Correct and Ready Timeout typically means firewall issues Invalid credentials (username or password incorrect) The collector will not allow you to save it s settings if the configuration does not test out correctly. In the Collector Overview Page, you can: Review list of existing collectors, associated server name, mailbox name and status Add new collectors or edit existing collectors Pause or Resume All Collectors Force a collection (This queues up a collection job for your account) Review history of collections Sonian, Inc. For Authorized Use Only 7

8 Starting Collecting The collection process begins when you click the Collect Now button. This queues up your first collection job and then places your collection on an automated schedule, based on the criteria you created in the collection configuration. Inside a Collection Cycle Fetching This is the initial process within a collection cycle. It is series of IMAP commands to analyze the content of the journal mailboxes and fetch the contents to the archive service. Expanding This process includes the expansion and extraction of all text components of an . This includes header, body and over 400 different attachment types. Indexing The text that has been extracted from all s fetched during a specific Collection Cycle are then indexed utilizing a Lucene indexing system. Storing Working in parallel with the indexing process, s are encrypted and stored in a dedicated storage silo for each customer. The s are stored in their original RFC.822 MIME format, encrypted using AES. Statistics updated Once an entire collection cycle has been completed the statistics found in the UI are updated. IMPORTANT NOTE Typically the initial collection could take several hours based on the quantity of s. You may not see statistics updated and wonder if anything really happened. Do not worry. Go home and relax. In the morning it will all be done and available for searching. Sonian, Inc. For Authorized Use Only 8

9 Creating and Managing Users User Types Account Owner (AO) is the highest level permission within the system. This permission level can create users and administrators. They can also change all Account settings Archive Administrator (AA) is a role likely filled by an individual or group of individuals within the IT organization. They can create and manage users and their permissions. They are also able to create and modify data collector configuration. Search Administrator (SA) is responsible for creating and managing Searches. They may create new searches, edit existing, export search details and assign search access to Search Users (SA). Search User (SU) is responsible for reviewing the search results created by the Search Administrator. The Search User cannot create a new Search and can only change the scope of a Search if that right has been assigned to them by the Search Administrator. NOTE: Users can be set up with permanent or temporary access. Please specify an expiration date for those users whose access may only be for a short time. Also, we recommend expiring inactive users who may need access in the future. Only Delete a User if it is highly unlikely that they will no longer need access in the future. User Summary Screen Sonian, Inc. For Authorized Use Only 9

10 Enabling End user Access Enable end user access to the archive by navigating to your ACCOUNT administration page and checking the Enable end user access box and save changes. Determine Method of End User Account Creation Sonian provides two (2) ways of creating End User (EU) accounts: The Account Administrator adds users and their primary address. In this scenario, end users will receive a welcome with a link to login to their account. They must set a new password during this initial login. Additional addresses associated to this user can be added by the Account Administrator (AA) or the End User (EU). Addresses added by end user will be checked against a Control List referenced in Step 3. Sonian, Inc. For Authorized Use Only 10

11 End users self register for their account access. Click link https://<customer>/archivehub.com/user/signup Create a user name Add first name, last name Include Primary address The system will send a confirmation to that user requiring the user to confirm their address. Access to end users is based on addresses that a user has ownership or control of. To gain access to their own archived s, end users will need to confirm addresses by clicking through a link sent to that specific address. This prevents users from registering for an address that they do not have control of. Self-Registration Access Control List Account Administrators can manage the Self Registration process by adding domains that are allowed to be part of the self registration process. You may also add a Deny list to prevent the registering of addresses you do not want to allow to register for end user access. Sonian, Inc. For Authorized Use Only 11

12 End User Self-Registration Process You may choose to have some or all your users self register for access to their archive account. The self registration link is https://<customer>/archivehub.com/user/signup To self register users must create a user name that will be verified as unique before completion of the registration process. Their first and last name will be displayed on the top right corner of their archive interface. Finally, the primary address will receive notification that their registration is complete. Managing Users and Adding Addresses The administrator s user management console has been updated to allow for the filtering of various types of users (Administrators, Searchers or End Users). You can also filter on usernames (you may use wildcards). Sonian, Inc. For Authorized Use Only 12

13 When adding or editing a users account settings and permissions you can add additional addresses for that users. End Users may also add addresses within their Settings. However, users are first prompted with the following warning prior to submitting their additional address. Are you sure you want to add this address? A verification will be sent to this address along with your name, IP address and other information to ensure you are the rightful owner. Click OK to proceed or cancel this action. Once users proceed through this warning the address is verified against your Access Control List. If the domain or address matches the Allow list, the newly added address will immediately receive a verification . The message contains a unique link that must be accessed to confirm the address and finalize the process. Only after the address has been confirmed will s matching that address be made available for that end user. Login Screen Messages You may add a customized message that will display on your login screen. Use this message to provide end users additional assistance or add your organizations security disclaimer. Access through your Admin console through Settings >Login Message Audits and Reports The archiving service audits all user interaction within the system. This includes all administrative functions: Collectors User management Account Settings Sonian, Inc. For Authorized Use Only 13

14 Search activities. These include: Creation of new Searches Change in scope to existing Searches Viewing of Searches by users Comments and Tags placed on messages by users Exporting of s from Search. Working with and Managing Searches The Sonian archive service allows authorized users to create searches Sonian, Inc. For Authorized Use Only 14

15 System Tags Tags function as the classification system for categorizing search results. There are several "pre defined" tags already available. These are "Starred", "Save", "Reviewed", and "Attention". The system also allows for the creation of Tag Words that are frequently used terms in organizing and collaborating during the search review process. Some examples could be: Privileged, Classified, Personal, Responsive, etc. Creating a New Search 1. Start a New Search 2. Choose Simple, Advanced or Custom Simple Search Sonian, Inc. For Authorized Use Only 15

16 1. Give a short Name 2. Assign any special Tags that will be used with this Search 3. Permissions: Who will have access? o Access or View o o Allow Change of Scope Export 4. Note field is optional 5. Range (pre defined date range) 6. Begins/Ends NOTE: You must use the calendar to choose a date. Make sure to click OK pop up calendar or your date will not be saved. 7. Search Terms can be words or phrases and can be isolated to the Message Body text or Attachments text. 8. Save and Display Advanced Search expands upon the search criteria allowed in a Simple Search. You can expand from date range and basic word search to find specific senders, recipient combinations and much more. 1. Complete Simple search 2. Range (pre defined date range) 3. Subject Line (Optional) o Wildcards are allowed Sonian, Inc. For Authorized Use Only 16

17 4. Sender (use full or partial addresses, separate multiples with a space; partial must use wildcards * or?) 5. Recipients (use full or partial addresses, separate multiples with a space; partial must use wildcards * or?) 6. Has Words in body and/or Attachments separate words with a space. 7. Do Not Have Words 8. Attachment name (wildcard like *.jpg or financial*.xls) Sonian, Inc. For Authorized Use Only 17

18 Working with Searches Collapse View Expanded View Text View Provides a view of all text in body and attachment. Expanded View Original View Provides a view of all text in body. Allows the downloading of attachments. Sonian, Inc. For Authorized Use Only 18

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